Job opportunities

Administrative Assistant

Location

Illinois

City

Deerfield

Department

501 - Accounting & Finance

Description

Administrative Assistant

SUMMARY: 

No company knows the brain better. Lundbeck is uncompromisingly committed to the research, development and delivery of targeted therapies for people living with significant psychiatric and neurological disorders. At Lundbeck, we believe life is too beautiful to be interrupted by brain disorders. So, we pursue imaginative solutions, driven by passionate people committed to do the right thing for our patients, our company and our communities. Lundbeck strives to be a leader in depression, schizophrenia, Alzheimer’s disease and Parkinson’s disease.

 

For Lundbeck, making a meaningful difference for patients is more than an aspiration: it is a commitment that shapes everything we do. Our advocacy for patients isn’t an invented “company value” – it is at the core of who we are and motivates every individual at Lundbeck. Our ongoing engagement with patient communities is not what you might expect from a pharmaceutical company – we create our own programs to help patients and caregivers not simply manage their conditions but thrive in spite of them.

The Administrative Assistant position provides professional administrative services to two departments - Human & Financial Resources, and Public Affairs. In order to support and improve overall operating efficiency, the individual in this role works under general guidance to plan, prioritize, communicate and organize workloads, and takes responsibility for special projects as needed by the two departments.

ESSENTIAL FUNCTIONS:

  • Provides professional administrative support to the Human and Financial Resources, Public Affairs  Departments, which includes (but is not limited to):
  • Administering E-mail and Calendaring via Outlook
  • Organizing meetings, room reservations, Video conferencing, Tele-conference calls and meal catering
  • Processing contracts through the Ariba system
  • Processing Purchase Orders through the SAP system
  • Coordinating travel arrangements in line with company travel policy (air, hotel, car, transfers, and rail)
  • Compiling, processing and submitting expense reports utilizing Concur, Bank of America and Works system
  • Processing Department/company check requests
  • Processing Charitable Donations through Salesforce.com system
  • Maintaining and coordinating off-site record management
  • Coordinating interview process (scheduling, travel logistics and point of contact)
  • Serving as Department point of contact for BrainWeb
  • Managing departmental logistics: distributing mail, producing and distributing correspondence memos, letters, distributions lists, organizational charts, misc. lists, reports, faxes, forms, and ordering office supplies
  • Serving as project lead/coordinator for on and off-site meetings/functions to include; department communications, meeting rooms, catering, travel and other misc. logistics
  • Acting as Department lead and point of contact to assist Corporate Management, Lundbeck US/North America, Lundbeck Affiliates, Alliances, Visitors or New Employees within the supported departments
  • Providing front desk and other department back-up and/or relief as required

REQUIRED EDUCATION, EXPERIENCE and SKILLS:

  • High School Diploma/GED
  • Proficient with computers, including MS Suite
  • 3+ years of customer service or administrative support experience
  • Ability to support multiple individuals and to handle day-to-day activities in a fast-paced, ever-changing environment while meeting important deadlines on various projects
  • A self-starter with excellent time management/organizational skills and ability to multi-task and prioritize work. Attention to detail, planning and problem solving skills. Anticipate and advise on departmental needs
  • Ability to work well in a team and/or individual environment and capable of setting/accomplishing set objectives with minimal supervision  
  • Clear and professional written, oral, and interpersonal skills
  • Ability to handle sensitive information with highest degree of discretion, integrity and confidentiality
  • Outgoing, flexible, high-energy, detail oriented and self-motivated individual

PREFERRED EDUCATION, EXPERIENCE AND SKILLS:

  • 3+ years direct department support experience
  • Proficiency with MS Access
  • Accredited BS/BA degree

TRAVEL

  • No overnight travel requested unless unique circumstances arise

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Lundbeck is a global pharmaceutical company highly committed to improving the quality of life of people living with psychiatric and neurological disorders.

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